Compliance General
MailStore Server offers several compliance features enabling you to meet operational as well as legal compliance requirements.
Please note: MailStore writes changes to these settings into the Windows event log. Additional information about recording events is available in chapter Auditing.
Email Preview
By default, MailStore administrators can access all contents of the archive. This means that the entire contents of emails from other user archives can be viewed as well.
To prevent the administrator from previewing the emails of other users, please proceed as follows:
- Log on as MailStore administrator (admin).
- Click on Administrative Tools > Compliance and then on Compliance General.
- Under Email preview, click on Disable Preview.
If the preview is disabled, the folder Additional Archives (Restricted) and all its subfolders will appear grey. Administrators continue to be able to view the folder structures and their contents, including the header fields sender, recipient, subject and date, but no longer the email contents or any of the file attachments.
Storage Guidelines
Various operational or legal provisions regulate the minimum retention periods for emails liable to be archived. By predefining the storage guideline in MailStore you can define the earliest point in time at which emails may be removed from the archive.
To specify the storage guidelines, please proceed as follows:
- Log on as MailStore administrator (admin).
- Click on Administrative Tools > Compliance and then on Compliance General.
- Under Storage Guideline, click on Change....
- Using the slide control, set the earliest point in time from which on archived emails may be deleted.
- Click on OK to confirm.
Please note that at no time does MailStore remove emails from the archive automatically. Therefore, this setting only applies to users with the privilege Delete Emails.
Legal Hold
With the Legal Hold feature deleting emails from the archive can be temporarily prohibited. This may become necessary in case of legal disputes to prevent the deletion of emails which may serve as evidence.
To enable or disable Legal Hold, please proceed as follows:
- Log on as MailStore administrator (admin).
- Click on Administrative Tools > Compliance and then on Compliance General.
- Under Legal Hold, click on Enable Legal Hold/Disable Legal Hold.
Auditor-Zugriff
Im Falle einer Prüfung durch Dritte (z.B. Steuerprüfer) kann es nötig sein, diesen lesenden Zugriff auf das gesamte Archiv zu geben. Über die Funktion Auditor-Zugriff lässt sich ein spezieller Benutzer in MailStore anlegen, welcher automatisch Leserechte auf alle Benutzerarchive besitzt.
Zum Anlegen eines Auditor-Benutzers gehen Sie wie folgt vor:
- Melden Sie sich als MailStore-Administrator (admin) an.
- Klicken Sie auf Verwaltung > Compliance und dann auf Compliance Allgemein.
- Klicken Sie im Bereich Auditor-Zugriff auf Benutzer anlegen....
- Legen Sie im Fenster Auditor-Benutzer anlegen ein Kennwort für den neuen Auditor-Benutzer an. Der Benutzername wird automatisch generiert und hat folgendes, an den Erstellungszeitpunkt angelehnte Format:
auditor-YYYYMMDD-HHMMSS - Klicken Sie auf OK zum Erstellen des Benutzers.
Der Auditor-Benutzer kann sich nun mit dem MailStore Client am MailStore Server anmelden und das Archiv durchsuchen. Er kann jedoch keine E-Mails archivieren oder exportieren, noch sein eigenes Passwort ändern.
